HR & Payroll Assistant
2 days ago
**Job Purpose**
Ensures accurate recording and capturing of Payroll and HR information, to facilitate HR functions and assist the Payroll Specialist in preparing of payroll data.
**Duties & Responsibilities**
**HR DUTIES**
**Maintenance of employee records**
Responsible for the compilation and updating of employee files
- Creation of employee files
- Allocation of employee numbers and route codes
- Checking of Statutory documents
- Daily upkeep of staff files and Sage HR information
- Completion of staff requisition forms of staff movements
**HR Administration**
Required to assist with AdHoc administrative tasks in the HR department from time to time
- Creating new employee bundle (which includes offer letter, contract of employment and the Company policies and procedures)
- Communication of staff birthdays and work anniversaries
- Staff wellness assistance
**Resignation Process**
- Responsible for involvement in the resignation process for the following:
- **_Sharing Resignation packs _**
- **Compiling weekly termination register and AOD’s**
- Communicate with Assets Department regarding resignations taking place for asset collection and verifying assets
- Maintenance of termination register
- Assistance with all Department of Labour documents (UI19 and Salary Schedule)
**Weekly Reporting for HR**
- Accountable for the weekly reporting of the staff list as well as the vacancies
**PAYROLL ASSISTANT DUTIES**
**Maintenance of Leave**
- Need to capture all leave transactions that were captured on SAGE HR onto VIP on a weekly basis
- Daily control of all leave exclusions and make sure employees capture this leave on SAGE HR
- Received signed AOD from HR and capture the AOD on SAGE HR and Payroll System and keep track of deductions to be aligned before payroll
- Monthly leave reports to be extracted from VIP to make sure all leave (Annual, Sick and Family Responsibility) are aligned
- Keep track of all employee leave days so that no leave days get forfeited after annual leave cycle
**Employees**
- New employee details to be loaded onto SAGE as well as VIP
- Terminations need to be captured on SAGE and VIP keep track on Excel weekly of all the terminations
- Make sure salaries are put on hold when employee was terminated
**Momentum**
- New employees need to be loaded onto Momentum
- Terminated employees need to be terminated from Momentum (But can only happen on the 1st of every month)
- The 15th of every month recons must be reconciled to make sure all changes were done on Momentum
**Payroll assistance**
- Payroll runs from the 25th of each month, new monthly folders need to be created and saved
- All changes need to be done on Payroll by no later than the 21st of every month (Bank details, AOD, Leave)
- All employee movements need to be checked and amended on Payroll
- Report to be extracted from Payroll to check info slips count
- Assisting with any queries regarding SAGE and Info Slips
**Qualifications**
- Minimum Grade 12
- 2+ years of experience in corporate office environment
- Excellent knowledge of Microsoft Office ® products, specifically Word, Excel, Outlook
- Experience working with Sage HR and VIP, or other payroll program
- Highly organized & attention to detail
- Excellent oral and written communication skills
**Knowledge, Skills & Abilities**
Prior Office Administration Experience Preferred; Strong Attention to Detail; Ability to Work Without Supervision; Excellent Time Management Skills; Exceptional Communication Skills; Technical Skills, Including Proficiency with Microsoft Office Programs; Experience Working With Payroll Systems; Ability to Handle Confidential Information; Strong Record Keeping Skills
**Working Conditions**
- The job is performed indoors in a traditional office setting. Extended periods of sitting while using a computer or other devices are common
**Job Types**: Full-time, Permanent
Ability to commute/relocate:
- Johannesburg, Gauteng: Reliably commute or planning to relocate before starting work (required)
**Education**:
- High School (matric) (preferred)
**Experience**:
- Office Administration: 2 years (required)
- Payroll: 1 year (required)
- Microsoft Excel: 2 years (required)
**Language**:
- English (preferred)
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